[Accordion] Overview
Workflow Builder lets you create tasks that happen either once or on a repeating schedule. Choose the option based on whether the task needs to be done once after something happens, or regularly as part of an ongoing process.
This distinction matters because some tasks are tied to one-time patient events (like an intake or assessment), while others repeat on a regular cycle (like progress notes, supervision checks, or medication reviews). Choosing the right type ensures your team stays on track and avoids missing important steps.
[Accordion] One-Time Tasks
One-time tasks are event-driven tasks and trigger only once based on the Action Category, Action Type, and Action Item selected in Step 2: Add Steps to the Workflow. Their due dates are controlled entirely by the rules you set in Step 3: Set When the Tasks Become Due.
Because these tasks occur only once, you do not configure a recurrence pattern for them as done in Step 6: Advanced Settings. Note that routine paperwork, such as progress notes, may continuously generate a new task after each appointment, but these should not be confused with recurring tasks.
What it means
A one-time task is best suited for activities associated with specific patient events or milestones that occur once per episode of care. These usually align with intake workflows or specific documentation requirements triggered by a clinician’s action.
Once the user completes a one-time task, no additional tasks of the same type will be generated unless the triggering action happens again. Think of one-time tasks as event-driven responsibilities, such as when a form is submitted or a patient’s status changes from Intake to Patient.
Examples:
- When a patient is admitted, create a “Complete Initial Psychosocial Assessment” task.
- When a risk assessment is submitted, trigger a “Notify Case Manager of Suicide Risk Score” task.
- After a patient is discharged, generate an “Update the Discharge Summary” task.
When to use One-Time Tasks
- Initial evaluation or intake
- Admission tasks or Discharge activities
- Form-specific tasks (e.g., “Complete Intake Assessment”)
- Tasks tied to one-time events (e.g., “Notify supervisor when incident report is submitted”)
Key characteristics of One-Time Tasks
- Triggered by: Action category + Action type + Action item
- Due date: Configured in Step 3: Set When the Tasks Become Due
- Does not repeat automatically
- Cleared when completed (unless configured to complete the entire workflow)
[Accordion] Recurring Tasks
Recurring tasks are generated repeatedly based on a schedule. They become active only when a recurrence pattern is configured in Step 6: Advanced Settings. Recurring tasks function independently of the one-time action trigger defined earlier in the Task setup within Workflow Builder.
What it means
Recurring tasks are ideal for responsibilities that must happen regularly and consistently. Many operational and clinical compliance requirements follow daily, weekly, or monthly cycles that must be tracked reliably. These tasks are schedule-driven, not triggered by a form action.
Examples:
- Daily “Check Medication Logs” for inpatient units
- Weekly “Review Open Clinical Tasks” for clinicians
- Monthly “Audit Progress Notes” for compliance staff
- Every 30 days: “Update Treatment Plan Progress Section”
When to use
- Daily operational routines (vital checks, rounding, medication audits)
- Weekly team activities (case reviews, MDT meetings prep)
- Monthly compliance tasks (chart audits, caseload reconciliation)
- Predictable recurring documentation deadlines (treatment plans updated every 90 days)